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Lesson 11. Writing Business Letters > Creating a Business Letter - Pg. 46

Writing Business Letters 46 · Is there a good reason for his delay in paying? He may have never received the invoice, or he may believe it has already been paid. A simple reminder may be all that's needed. On the other hand, he may be waiting for a payment owed to him from a third party relating to work you did; in that case, you may be willing to discuss payment options with him. · Does this delay signal a growing dissatisfaction with your company, or is it a one-time occur- rence? If the delay is an "early warning" signal, you'd like to not only get your payment, but also understand the source of any dissatisfaction so that you can eliminate it. · Are there new circumstances in your client's organization that may be to blame for the late payment? For instance, they may have put a new bill-payment system in place with revised reporting requirements that you'll need to address in future invoices. Your client may have a new management chain of command that must approve your invoices, in which case you'll need to allow for that in your planning. You probably won't try to cover all these possibilities when you write your letter. However, if you have a strong understanding of why you're writing, you'll be more likely to achieve the result you want. As the preceding possibilities illustrate, the "why" is rarely as simple as it might first appear. Who Is Your Audience? Just as it's important to know your audience when composing an internal memo, you should keep your recipient in mind when writing a business letter. You might ask yourself: · Does she prefer a formal style, or a more relaxed one? · What kinds of arguments are most likely to be persuasive with her (for example, do analogies work better than data in proving your point?)? · What does she value most highly in a business sense (for example, increased sales, reduced